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Committees

The Council delegates responsibility for management of the Parish to three main committees: Works, Finance and Management and Plans Assessment. Terms of reference for these three committees are detailed below.

In addition, there are working groups formed to address specific projects and/or issues, membership of which may be parishioners as well as Councillors.  Councillors also represent the Council on many local organisations.


Works Committee

Role and Constitution
The Works Committee looks after the development and maintenance of all parish and charity land and woodland.  It implements policy decisions made by the trustees of the Chalford Charities and Parish Council and operates in accordance with statutory requirements and the provisions of Standing Orders.

The Committee consists of up to eight members of the Council. However, there must be at least three members present at each meeting to ensure they are quorate.

Currently the members are Councillors Beacham, Ellis, Lilly, Oakley, Ramsey, D. Taylor, L. Taylor and Wood.

Duties

  1. Managing, inspecting, maintaining, and repairing/replacing equipment, vehicles and ground owned by the Parish and of Charity land, as requested by the Trustees of Chalford Charities.
  2. Certifying and licensing equipment as necessary.
  3. Supervising Council employees and contractors engaged on these tasks.
    Liaising with external bodies at practical and strategic levels.
  4.  Preparing budget recommendations for the Finance and Management Committee to be included in the annual precept.
  5.  Making recommendations to the Finance and Management Committee regarding capital expenditure.
  6. Monitoring its own annual budget.
    Encouraging green initiatives within the Parish.
  7. Encouraging and supporting local initiatives which are beneficial to the Parish.

Delegation and Limitation of Authority
The Works Committee has all the powers necessary to carry out its duties but may not:

  • negotiate employees’ wages and terms of employment;
  • agree and place contracts with contractors

Key Councillors are nominated to take particular responsibility for certain areas and they work closely with maintenance staff, contractors and others, carrying out work for the Council.

Meetings
The Works Committee decides its own programme of meetings but normally meets every month, reporting back to full council as appropriate.

The full Terms of Reference for this committee can be found here:

Works Committee Terms of Reference


Plans Assessment Committee

Role and Constitution
The Plans Assessment Committee reviews all planning applications for Chalford, including Listed Building Consent applications (LBCs), and decides whether the parish council will support, object or take a neutral stand on each application.  It also makes comments,  where appropriate, which might relate, for example, to materials to be used, height of roofs, etc.

In the Chalford Conservation area residents must receive permission to carry out any work to trees, and the PAC also considers these applications known as TCAs (Trees in a Conservation Area).

While the PAC reports its views to SDC, the final decision rests with SDC and may not agree with that of the PAC.

The Committee consists of up to ten members who should have a reasonable, working knowledge and understanding of Planning Regulations and Policies and can interpret drawings in order to understand applications.  At least one ward representative of the plan under consideration should be present wherever possible and there must be at least three members present at each meeting to ensure they are quorate.

Currently the members are Councillors Beioley, Ellis, Entwistle, Lee, Preece, Ramsey and Taylor.

Duties

  1. Receive Planning Applications referred to the Council by SDC and assess them against Local and Parish planning policies.
  2. Make site visits to understand the application and its possible effects on adjoining properties, the Conservation Area, and Area of Outstanding Natural Beauty (AONB) criteria. Although PAC members should not actively canvas views of the applicant or owners of neighbouring properties,  representations from both may be made at meetings.
  3. Review and take into consideration public comment about the application.
  4. Make recommendations to SDC as to Support, Object or take a neutral stand on a plan, together with supporting evidence for any objections.
  5. Make recommendations to SDC regarding Notifications for work to Trees in a Conservation Area (TCAs).
  6. The PAC must vote on each resolution for planning applications and listed building consent applications, but do not need to do so for TCAs.
  7. Enter into discussions with developers and applicants at a pre-application stage to provide advice.

Meetings
PAC meetings are usually held twice a month, depending on application deadlines set by SDC.  It reports back to the full council as appropriate.

Delegation and Limitation of Authority
The Plans Assessment Committee has all the powers  necessary to carry out  its duties.  However, it does not have a budget and is not, therefore, represented on the Finance and Management Committee. The full Terms of Reference for this committee can be found here:  PAC Terms of Reference


Finance and Management Committee

Role and Constitution
The Finance & Management Committee deals with the administration, overall management of the financial affairs of the Council.  It operates in accordance with statutory requirements and the provision of Standing Orders.

It consists of up of six members including representatives of the Works Committee to ensure co-ordination and co-operation between the two committees.  However, there must be at least three members present at each meeting to ensure they are quorate.

Currently the members are Councillors Beioley, Ellis, Lilly, Oakley, Preece and Wood.

The Committee is supported by the Responsible Financial Officer (RFO).  This is the person appointed under section 151 of the Local Government Act 
1972 to manage the Council’s financial affairs and be responsible for its accounts.  The RFO is currently the Clerk.

Duties

  1. Managing and ensuring the proper administration of the Council’s financial affairs, subject to any specific instructions of the Council.  (See section 151 of Local Government Act 1972);
  2. Preparing, reviewing and up-dating the Standing Financial Instructions.  (These are instructions to the Responsible Financial Officer to fulfil the terms of regulation 4(1) of the Accounts & Audit Regulations 1996, and any current amendments.);
  3. Supervising the Clerk and Assistant Clerk in any actions or duties which relate to financial matters;
  4. Conforming with the requirements of the current Accounts & Audit Regulations with respect to approving annual accounts and displaying notices;
  5. Preparing recommendations to the Council for the annual precept;
  6. Allocating budgets in accordance with the approved precept and monitoring
  7. Budgetary control;
  8. Controlling expenditure;  and
  9. Arranging for loans if borrowing is required, subject to the approval of the Council.

Meetings
Although the Finance and Management Committee may decide its own programme of meetings, and the venue, it normally meets quarterly and more often if necessary. The Committee decides its programme of ordinary meetings  at the first meeting in each civic year.

Minutes of the most recent meeting can be found here: http://chalford-glos.gov.uk/parish-council/agendas-and-minutes/

The full Terms of Reference for this committee can be found here: Finance and Management Committtee Terms of Reference